Policy #101 Approved: February 17, 2011
UNIVERSITY OF NORTH CAROLINA SCHOOL OF THE ARTS
Adverse Weather and Emergency Closing Policy
Policy # 101
Source of Authority: Office of State Personnel Manual § 5, pp. 38-40.4;
N.C.G.S. § 116-34(a);
UNC Code § 502(A)
Revision Authority: Chancellor
History: First Issued: February 17, 2011
Related Policies: Adverse Weather & Emergency Closings, OSP Manual § 5, pp. 38-40.4;
Business Continuity Plan Policy#104;
E-Mail Policy #502;
Emergency Management Policy #701;
On-Call and Emergency Callback Policy #622;
Responsible Offices: Human Resources Department
Department of Police & Public Safety
Effective Date: January, 1, 2015
This policy establishes a plan for handling imminent or immediate adverse winter weather conditions that may pose a safety concern for the UNCSA community or those utilizing the facilities and services of UNCSA. Furthermore, it establishes guidelines for accounting for time and for releasing employees from work when natural conditions prohibit some employees from reporting to work or emergency conditions necessitate closing state offices or curtailing operations.
This policy provides guidance for all UNCSA employees when adverse weather conditions impact normal operations.
- “Adverse Weather” and “Other Conditions of a Serious Nature” mean conditions that may prohibit some employees from reporting to work but that do not necessitate the closing of facilities or curtailing of operations.
- “Delays” occur when campus conditions are safe enough for operations; however conditions in the surrounding areas may hamper the travel of faculty, staff, and students.
- “Emergency Closings” occur when campus conditions are unsafe for normal pedestrian or vehicular traffic. Conditions on campus are hazardous to life or safety, including, but not limited to: catastrophic life threatening weather (significant snow, ice, hurricane, tornado, earthquake, flood or other natural disaster), fire, equipment failure, disruption of power and/or water, contamination by hazardous agents, terrorist acts or forced evacuations from the agency or work site, and other similar events or conditions.
- “Mandatory Employees” or “Emergency Employees” means employees who are required to work during an emergency because their positions have been designated by UNCSA as emergency and/or essential to University operations during emergencies.
- “Regular Workday Hours” means schedules starting at approximately 7:00 a.m. and ending at approximately 6:00 p.m.
UNCSA follows the State of North Carolina’s policies on Adverse Weather and Emergency Closings.
A. General Policy
1. If at any time the adverse weather conditions create a significant safety concern for the campus community, the UNCSA Police on-duty shift command shall notify UNCSA Facility Services and the Chief of Police immediately.
2. The Provost (or designee) will make a determination as to whether or not to emergency close UNCSA or delay opening of UNCSA.
3. Pertaining to an Emergency Closure Situation
a. No one but mandatory/emergency employees and residential students are to be on campus and only buildings essential to residential students will be open.
b. All closings shall be reported to the appropriate State entities pursuant to the procedures related to this policy.
c. All mandatory employees shall make a good faith effort to come to work as needed during times that adverse weather or other conditions of a serious nature exist.
4. Pertaining to a Delay Situation
a. The school may delay the UNCSA normal start times to allow those coming to campus to travel safely and on-time without undue concern. The campus is open; however office hours and/or classes have delayed start times.
b. All mandatory employees shall make a good faith effort to come to work at specified times or on-time during times that adverse weather or other conditions of a serious nature exist.
c. Non-mandatory employees are encouraged to report to work on-time, if possible. If not possible, employees are required to use leave or make up any work lost during a delay.
5. Pertaining to an Adverse Weather Event when the School is Open
a. Non-mandatory employees who anticipate transportation problems reporting to or leaving work should consider utilizing paid leave options. Given employees may be commuting to and from different geographical areas and varying distances, the school provides for individual situations where non-essential employees may not be able to stay at/report to work during an adverse weather event.
b. Commuter students who anticipate transportation problems reporting to or leaving campus will receive an excused absence from class, crew or rehearsal.
6. When the campus is evacuated due to adverse weather or emergency closing conditions during the regular work day, all non-mandatory employees and non-resident students should leave campus as soon as possible.
B. Emergency Employee Policies:
1. UNCSA will predetermine and designate the emergency/essential operations that will remain open and will designate the emergency employees to staff these operations.
2. An emergency employee’s failure to report to work can result in disciplinary action and/or requiring the hours missed to be charged to leave with or without pay, as appropriate.
3. Exception. When conditions cause an emergency employee to arrive late, the supervisor may determine that the conditions justified the late arrival. In such cases, the lost time will not be charged to the employee’s leave balances or to leave without pay, and no disciplinary action will be taken.
C. Accounting for Time Policies
1. When UNCSA is OPEN, but an Adverse Weather Event has occurred (this also applies to the number of hours on a Delay Opening)
a. To cover absences during adverse weather or other conditions of a serious nature, non-emergency employees may use vacation, bonus or compensatory leave; make up the time as provided in this policy’s related procedures, or take leave without pay.
b. Employees who are on prearranged vacation leave or sick leave will charge leave to the appropriate account with no provision for makeup time.
c. Managers may allow employees to work from home or may reassign them to alternative work sites within the same commuting area.
d. Makeup Provisions
i. Where operational needs allow, except for employees in emergency/essential operations, management must make reasonable efforts to arrange schedules whereby employees will be given an opportunity to make up time not worked (either by suspension of services or voluntary action by employee) rather than charging it to leave.
ii. For Fair Labor Standards Act (FLSA) nonexempt employees, it will be necessary for makeup work be limited to the workweek in which the time is lost or in a week when the employee has not worked a full work schedule due to such absences as holidays, vacation, sick leave, civil leave, etc.
iii. Nonexempt employees must have advance approval from their supervisor before making up time.
iv. Nonexempt employees may use compensatory time to make up for time lost if management approves the overtime in response to bona fide needs for work in excess of forty hours. If there is no bona fide need for overtime, then the makeup time must be limited to weeks when a nonexempt employee has not worked a full forty hours due to scheduled or unscheduled absences. Managers must use extreme care in determining when overtime work by nonexempt employees is justified and decisions to require overtime shall be based on the same criteria as used when the serious conditions are not an issue.
v. Employees who volunteer to make up time on a holiday will not receive Holiday Premium Pay or equal time off with pay. Supervisors must approve working on a holiday to make up time.
vi. Time must be made up within 12 months from the occurrence of the absence. If it is not made up within 12 months, the appropriate leave must be charged, or leave without pay.
e. Transfer to Another State Agency
i. If the employee transfers to another State agency before the time is made up, the makeup time may be transferred as a minus if the receiving agency is willing to accept it.
ii. Otherwise, the leave must be charged to the appropriate leave or deducted from the employee’s paycheck by the releasing agency.
f. Separation. If an employee separates from State government before the time is made up, it must be charged to vacation/bonus leave or deducted from the final paycheck.
2. When UNCSA is CLOSED because an Adverse Weather Event has Occurred
a. Employee Attendance
i. Employees who are not designated mandatory/emergency employees are not allowed on campus.
ii. Employees who are not required to work at an alternate site or as an emergency employee shall not be required to charge leave or make up the time.
iii. Mandatory/Emergency employees required to work during the emergency shall be granted paid time off on an hour for hour basis for all hours worked. This time must be used within 12 months of its being awarded. UNCSA shall make every effort to give employees the opportunity to take this time off. Unless preapproved by either the Chief Operating Officer or the Chief Academic Officer, adverse weather time should be used after compensatory time off, but must be used before vacation or sick leave.
iv. If additional employees, not in emergency/essential operations, are needed for situations such as cleanup and recovery during the time UNCSA remains closed, the COO may elect to compensate them in the same manner as emergency employees.
b. Overtime Pay
i. FLSA subject employees shall receive overtime compensation, either compensatory time or pay, for all hours worked over forty hours in accordance with the Hours of Work and Overtime Policy.
ii. FLSA exempt employees may be granted compensatory time.
D. Faculty Reporting
1. In a delayed opening, faculty may report at any time from 8AM until the delayed opening time. They must report no later than the delayed time when classes and other regular activities begin.
2. In an emergency closure faculty shall not report to campus.
E. When the campus is closed by the Governor of North Carolina
a. Non-mandatory staff and faculty shall not report to campus.
b. All buildings except residence halls and dining halls will be closed to all activities.
c. Depending upon the circumstances, essential personnel will be identified and shall report to work as needed.
V. Revision History
February 17, 2011 – Adopted by Board of Trustees as part of UNCSA Policy Manual
University of North Carolina School of the Arts
Adverse Weather Procedures
I. Reporting Closings. The Office of Human Resources is repsonsible for reporting all closings to the Office of State Personel and UNC General Administration within five days after the occurence
II. Closing & Delay Decision Procedures
A. Early Morning Closings/Delayed Opening Responsibilities
1. Prior to the Decision to Close or Delay Opening:
a. The UNCSA Chief of Police will:
i. Participate in the Winston-Salem area “University Chiefs’” conference call to share information and determine what each Chief is recommending to their respective schools.
ii. Develop a recommendation regarding the opening, emergency closing, or delaying of School considering all of the information presented, including, but not limited to: weather status, travel advisory status, conditions on public roadways surrounding the campus, conditions affecting vehicular and pedestrian traffic on campus, input from Facility Services, input from other area schools, and any other relevant input regarding opening, closing, or delaying School.
iii. Contact the Provost or designee, provide him/her with a thorough, up-to-date briefing and discuss a recommendation regarding opening on-time, early morning delay or emergency closing.
b. The Chief Academic Officer will:
i. Make a determination to open on time, delay, or emergency close status prior to 5:45 AM.
ii. Inform the Chief of Police of the decision.
c. The UNCSA Police Department Shift Command Officer will:
i. Insure that s/he, or assigned officers, thoroughly inspect the condition of the UNCSA roadways, parking areas, walkways, steps, paths, and facilities for any safety-related concerns. Safety-related concerns include, but are not limited to:
a. Accumulated snow or ice creating a significant safety hazard for the normal operation of vehicular traffic on campus.
b. Icy walkways or steps creating a significant hazard for pedestrians walking between buildings or across campus grounds.
c. Flooding, sleet, snow and/or ice creating a significant hazard for vehicles traveling to/from UNCSA properties.
ii. Contact the designated Facility Management staff to collaboratively assess and determine if they can adequately resolve safety-related concerns in a timely fashion. Shift command shall share any weather information regarding Winter Storm Watches or Warnings when making this determination.
iii. Contact the on-call administrator with a thorough, up-to-date briefing on the:
a. Weather status (advisory, watch, warning);
b. Travel advisory status ( snow alert, snow emergency);
c. Conditions on public roadways surrounding the campus;
d. Conditions affecting vehicular and pedestrian traffic (snow covered/icy walkways, steps, etc,) on campus;
e. Input from Facility Management; and
f. Other input regarding opening, closing or delaying School.
d. UNCSA Police Department On-Duty Officers will observe the impact of weather conditions on campus and surrounding areas.
e. The Emergency Communications Center On-Duty Communications Officer will:
i. Monitor the Weather Preparedness service for any announcement of a Weather Outlook, Winter Storm Advisory, Winter Storm Watch, and/or Winter Storm Warning.
ii. Notify on duty UNCSA Police personnel of any Winter Weather Outlook, Advisory or Watch.
iii. Contact the Chief of Police immediately with any Winter Storm Warning, Winter Storm Watch, Snow Alert, and/or Snow Emergency information.
iv. Monitor and provide relevant information to designated individuals until the adverse weather conditions subside.
2. Upon Notification of a Delay or Closure:
a. The One Card office and the UNCSA Police Department will work collaboratively to insure that all campus buildings are appropriately secured.
b. The Office of Communications and Marketing will:
i. Record message of the decision on the university’s main line (7703399).
ii. Call radio and television stations on Inclement Weather Policy Media Notification List.
iii. Call IT designee for web announcement.
c. UNCSA Chief of Police will send out campus notification via CUKES.
d. Student Life will posts signs in dining and residence halls.
B. Early Morning Closings/Delayed Openings Timeline of Procedures. In the event that adverse weather conditions develop after 5:00 PM, the UNCSA Police will use the following timeline (to the extent possible) to facilitate an informed, timely UNCSA administrative decision regarding an early morning emergency closing or delayed opening announcement for the following day.
1. 3:004:00 AM: The command officer will thoroughly inspect the conditions in and around UNCSA and consult with the Facility Services staff, if needed.
2. 4:00-4:45 AM: The command officer will contact the UNCSA Chief of Police or on-call administrator with a thorough, uptodate briefing.
3. 4:45-5:00 AM: UNCSA Chief of Police will conference call with the other Winston-Salem area Universities’ Chiefs of Police to determine the status of the other Universities.
4. 4:45-5:00 AM: UNCSA Chief of Police will contact the CAO (or designee) with a briefing and discuss recommendations for UNCSA.
5. 5:00-5:45 AM: The CAO will make a determination to open on time, delay, or close campus prior to 5:45 AM. The CAO will inform the Chancellor, Chief Operating Officer, Dean of Student Life, Director of Human Resources, and Chief of Police of this decision. If there is a delay or closure, the CAO will make notifications to initiate delivery of the appropriate message.
C. Performances and Other Event Cancellations
1. For all performances (school sponsored and non-school sponsored) held at a UNCSA venue, the CAO (or designee) will confer with the Chief of Police, the presenting arts dean, the Dean of Design & Production, and the Stevens Center Director (when appropriate), and will decide on the appropriate course of action.
2. Once the decision has been made, the Provost (or designee) will contact the Office of Communications & Marketing’s designee.
3. The Office of Communications & Marketing will:
a. Record message of the decision on the university’s main line (7703399);
b. Call radio and television stations on Inclement Weather Policy Media Notification List ; AND
c. Call IT designee for web announcement. 4. For evening and weekend nonpublic activities, including auditions and rehearsals, the CAO, in consultation with the Chief of Police, responsible Dean, decides about cancellation postponement and notifies participants, Stevens Center staff, and the Office of Communications and Marketing.
III. Types of National Weather Service Communications:
A. Outlook. An outlook is issued by the National Weather Service when significant winter precipitation is possible in the next three to five days. It serves as a recommendation to monitor later forecasts and information.
B. Snow or Winter Storm Advisory. An advisory is issued by the National Weather Service indicating that winter precipitation (snow, sleet, etc.) is possible, but it is not expected to produce significant risks to life and/or property. However, it still may impact travel or other activities.
C. Snow Alert. A broadcast is issued indicating that roadways are hazardous with blowing and drifting snow. It is provided as counsel to travel if necessary, but to exercise reasonable caution for the conditions.
D. Snow Emergency. A broadcast is issued indicating that roadways are extremely hazardous and closed to non-emergency personnel. Travel is restricted to those that travel because it is absolutely necessary. Police may impose an order that non-emergency personnel that travel are subject to arrest.
E. Winter Storm Warning. A warning is issued by the National Weather Service local office indicating that a winter storm is either imminent or has been reported. A warning indicates the need to take action to protect life and property.
F. Winter Storm Watch. A watch is issued by the National Weather Service indicating that a winter storm is possible, i.e., conditions are more favorable than usual for it to occur. This is a recommendation for planning, preparation, and increased awareness (i.e., to be alert for changing weather, listen for further information, and think about what to do if the danger materializes).